For Organisations

Reservation rounds for Alina hall, spring 2016

12.10.2015

Alina hall can be booked during reservation rounds. There are two reservation rounds during the spring. In addition, an advance booking session is organised. During these rounds, you can make two (2) reservations for Alina hall for the spring of 2016. You must have completed the user training for Alina hall by your own reservation date during the current calendar year. Additional compulsory training events may be organised during the year, if found necessary. If an organisation does not participate in the training session, the reservation will expire.
Reservations are made through an electronic form.

Advance reservations
Advance reservation period is 19.–25.10. During this period, organisations have the opportunity to book festive premises in advance before the beginning of actual booking rounds if they have a well-grounded reason (e.g. anniversary) to apply for a specific date.
Advance reservations are made through a separate reservation form at:  http://goo.gl/forms/udVLQej2ae
Advance booking must include:
    Name of the organisation that makes the booking
    Contact person and telephone number
    Event for which you want to book the premises and the nature of the event
Decisions on advance reservations are made by the Committee for Organisational Affairs together with the board member in charge of organisations and the specialist (organisations) at 6pm-9pm on 27th Oct.

Actual reservation rounds
Reservations are made during two rounds. On each round, you can apply for one reservation for Alina hall if you have not made an advance reservation for Alina.Organisations must check the available hours from the Student Union's electronic calendar at
http://hyy.helsinki.fi/varaukset/. Reservation rounds will be organised on 29 Oct – 8 Nov and 11 Nov–16 Nov.
The arrival time of the reservation does not affect the status of booking, but incomplete or late applications will not be processed. If there are overlapping bookings, the organisations in question will be offered other available dates through mediation. If agreement is not reached, the matter is settled by drawing lots. The Committee for Organisational Affairs is in charge of the mediation and the raffle.
NB! The contact person designated by the organisation should be reachable by telephone after the end of both booking rounds when bookings will be processed. In this way, the mediation of overlapping bookings is possible. Organisations should also consider alternative dates in case the original booking overlaps with an event of another organisation. Please make sure before each booking that the requested date is available!


Round I
Reservation period 8 am, 29 Oct–10pm, 8 Nov
Reservations are made through the form: http://goo.gl/forms/8eyC1h6S6f
Processing of reservations 9 Nov, 6pm-9pm at meeting room Cajsa


Round II
Reservation period 8am, 11 Nov-10pm, 16 Nov
Reservations are made through the form: http://goo.gl/forms/kkIY9nuCVB
Processing of reservations 18 Nov, 6pm-9pm at meeting room Seppele.
Please note that the reservation rounds do not end at midnight!
Reservations are updated to the electronic calendar after the reservation rounds.

Reservations after the reservation rounds
You can inquire the remaining available dates at HYY's Service Office from 20 Nov onwards. The available dates are visible on HYY's reservation calendar at  http://hyy.helsinki.fi/varaukset/

Prioritisation of reservations
Advance booking particularly concerns anniversaries, the afterparties of anniversaries and events with a specific date. Traditionally, the greatest emphasis during the regular booking rounds has been on the cooperation events of organisations. If the organisation has not checked the available hours, it may affect the prioritisation order of reservations. The Committee for Organisational Affairs decides on the prioritisation together with the board member in charge of organisational affairs and the specialist (organisations).
Terms and conditions of HYY's festive premises which concern the use of Alina Hall are available at http://hyy.helsinki.fi/sites/default/files/User%20agreement_Alina_2015.pdf